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Members of the Constitutional Sub-Committee Councillors Warrington Borough Council To: Members of the Constitutional Sub-Committee Professor Steven Broomhead Councillors: C Fitzsimmons (Chair), B Axcell, Interim Chief Executive P Bretherton (Cllr Maher to sub), J Joyce, P Kennedy Town Hall Sankey Street Warrington WA1 1UH 13 February 2013 Constitutional Sub-Committee Thursday, 21 February 2013 at 3.45 pm No 3 Committee Room of the Town Hall, Warrington Agenda prepared by Sharon Parker Councillor Services Manager Telephone: (01925) 442161, Fax: (01925) 656278, E-mail: [email protected] AGENDA Part 1 Items during the consideration of which the meeting is expected to be open to members of the public (including the press) subject to any statutory right of exclusion. 1. Apologies for Absence To record any apologies for absence received. 2. Code of Conduct - Declarations of Interest Members are reminded of their responsibility to declare any disclosable pecuniary or non-pecuniary interest which they have in any item of business on the agenda no later than when the item is reached. 3. Minutes To receive the minutes of the meeting held on 26 November 2012 www.warrington.gov.uk 4. Constitutional Matters Report of the Assistant Chief Executive 5. Civic Handbook Report of the Assistant Chief Executive 6. Date and Time of Next Meeting 8 April 2013 at 4.30pm Part 2 Items of a "confidential or other special nature" during which it is likely that the meeting will not be open to the public and press as there would be a disclosure of exempt information as defined in Section 100I of the Local Government Act 1972. Nil If you would like this information provided in another language or format, including large print, Braille, audio or British Sign Language, please call 01925 443322 or ask at the reception desk in Contact Warrington, Horsemarket Street, Warrington. www.warrington.gov.uk Agenda Item 3 CONSTITUTIONAL SUB-COMMITTEE – 26 November 2012 Present: Councillors C Fitzsimmons (Chair), B P Axcell, Joyce, P Kennedy, and B Maher (substitute member for Cllr Bretherton) CSC 21 Apologies Councillor P Bretherton. CSC 22 Code of Conduct – Declarations of Interest There were no declarations of interest received. CSC 23 Minutes The Minutes of the meeting held on 17 October 2012 were signed and agreed as a correct record. CSC 24 Executive Board and Committee Review The Sub-Committee received a report of the Solicitor to the Council detailing the key issues areas for consideration and recommendation to Council on the new governance arrangements. Decision: That the Sub Committee make the following recommendations to Council: 1. Supports the Scheme of Allowances recommended by the Independent Renumeration Panel as detailed with the exception of the proposal to reduce the allowance for the Chair of the Scrutiny Committee. The Sub Committee recommends that this allowance should be kept at the same level as the Chairs of the Policy Committees; and recommends that the IRP, during its next review be asked to consider the allowance paid to the Chair of the Licensing Committee given the work load involved with the various Sub Committees; 2. Membership of 9 on both the Policy and Scrutiny Committees; 3. Appoints the statutory education co-optees. Further consideration be given by the relevant Policy Committees and Scrutiny Committee on the appointment of non statutory co-optees. The existing non statutory cooptees be thanked for their service to the council and informed of the position; 4. Implements the new structure from 2 January 2013 and agrees the draft calendar of meetings for January to May 2013 as appended to the report; Agenda Item 3 5. Adopts the terms of reference for the Policy Committees and Scrutiny Committee as circulated at the meeting and that the Council’s Constitution is amended accordingly. CSC 25 Constitutional Matters The Sub Commmittee considered the following matters: 1. Motion referred by Council on 29 October 2012 Proposed by Cllr Ian Marks Seconded by Cllr Bob Barr In the interests of openness and transparency, this Council requests that questions on any issue which has arisen since the deadline has passed and is within the responsibilities of the leader and other Executive Board Members be allowed to be asked at full Council Meetings in addition to those for which prior notice has been given. 2. Request by the Mayor, Cllr Steve Wright regarding how amendments to Motions are dealt with within the Council Procedure Rules. 3. Procedure to be used by the Council to grant dispensations under Section 33 of the Localism Act 2011 Decision: That the Sub Committee make the following recommendations to Council: 1. That Council amends the Constitution as follows: Replace Council Procedure Rule 13.5 with the following: The Civic Mayor may agree to take a question which is urgent or relates to an issue that arose within three clear working days of the Council meeting and where it has not been possible to give the required notice under 13.4 above provided the question is given in writing to the Head of Democratic and Member Services by 12 noon on the day of the Council meeting. (wording in italics is proposed additional wording) 2. That Council notes the protocol from the Mayor and amends the Procedure Note, (p136 Constitution) and Rules of Debate flow chart, (page 137 Constitution) as follows to reflect the procedure in the protocol. Agenda Item 3 Warrington Borough Council Constitution Page 136 – Procedure Note 1, Processing Motions and Amendments. Delete 1, 2 and 3 and replace with: 1. Mover of the Motion moves the Motion and speaks to it. 2. Seconder seconds the Motion and speaks to it (or reserves the right to speak). Page 137 – Rules of Debate Flow Chart Delete Motion moved and seconded (in unnumbered section) Amend 1 with - Mover moves the Motion and speaks to it. Amend 2 with – Seconder seconds the Motion and speaks to it (or reserves the right to speak). 3. To approve the delegation of dispensations under Section 33 Localism Act to the Standards Committee with immediate effect and to amend the Constitution accordingly. CSC 25 Date of Next Meeting 21 January 2013. Signed ………….…………………. Dated……………………………… Agenda Item 5 WARRINGTON BOROUGH COUNCIL CONSTITUTIONAL SUB COMMITTEE – 21 February 2013 Report of: Head of Democratic and Member Services Report Author: Bryan Magan Contact Details: Email Address: Telephone: [email protected] 01925 442120 Ward Members: All TITLE OF REPORT: Civic Handbook 1. PURPOSE 1.1 To seek the Constitutional Sub Committee endorsement to the introduction of a new Civic Handbook as part of an induction toolkit for incoming Mayors and Deputy Mayors and support staff (Appendix One). 2. CONFIDENTIAL OR EXEMPT 2.1 This report is not confidential or exempt. 3. INTRODUCTION AND BACKGROUND 3.1 If approved, the new Civic Handbook will not in itself be a full induction - it will be part of an effective induction programme. In Warrington we have a tradition of the Deputy Mayor having an opportunity to ‘learn’ many of the important aspects of the full Mayoral role before, normally, moving through to the Mayoral office in year two. 3.2 The Civic Handbook will help to establish clear working guidelines and is designed to be a practical manual that will clearly set out what should be expected both from the Mayors perspective and from the officers who provide direct support and also to the Council as a whole. 3.3 The Civic Handbook will be made available to all elected members: as a training and development module: an educational and informative toolkit and as a useful source of information to those councillors who will be nominated to this important civic position in the future. 3.4 All incoming mayors should have the opportunity to meet civic staff and managers (and other staff as appropriate) to discuss issues in advance of the Mayoral year. This Civic Handbook is by no means exhaustive but will assist in providing a source of background information. It can be amended year on year to take on board best practice and new information gained via benchmarking. 1 Agenda Item 5 4. FINANCIAL CONSIDERATIONS 4.1 To be accommodated within existing resources. 5 EQUALITY AND DIVERSITY / EQUALITY IMPACT ASSESSMENT 5.1 The Civic Handbook will promote an inclusive approach with all elected members and relevant staff and partners having access to its contents with a subsequent improvement in knowledge and understanding of the civic role. 6. CONSULTATION 6.1 The concept for the guide was shared with the Leader and Deputy Leader of the Council who agreed that the report and draft guide should be considered by this Sub Committee. A first draft was commented upon by the Deputy Mayor. 7. REASONS FOR RECOMMENDATION 7.1 To endorse the introduction of this new guide and support toolkit and embed it into the councils existing governance working practices. 8. RECOMMENDATION 8.1 That the Sub Committee endorses the introduction of the new Civic Handbook commencing at the rise of the 2013 Municipal year. 9. BACKGROUND PAPERS Web based research via the National Association of Civic Officers 10. Clearance Details : Name Consulted Date Yes No Approved Chairman of the Committee Cllr C Fitzisimmons √ 03.01.13 Interim Chief Executive Steven Broomhead √ 03.01.13 Relevant Executive Director Katherine √ 02.01.13 Fairclough Solicitor to the Council & Ian Mason √ 02.01.13 Relevant Assistant Director S151 Officer Lynton Green √ 03.01.13 2 Warrington Borough Council Civic Handbook A Best Practice guide & Induction Pack to support the Mayor and Deputy Mayor of Warrington Borough Council to: • get the best out of the Mayoral year • establish working & operational boundaries • Identify the opportunities the office of Mayor affords you 1 Contents 1. Welcome and Introduction Page 3 Key Staff Contacts Page 5 Initial Actions Check List Page 5 2.
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